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A NEWSLETTER PUBLISHED BY VIRGINIA COMMONWEAIfTH UNIVERSITY Vol. 1 .. No.8 August 22,1972
Medical Records
'Trans-A-Fi Ie' System To Be Installed
VCU Hospitals will install electronic filing
equipment which is expectea to revolutionize
hospital medical records systems.
The equipment is called Trans·A-File. It
records a n electronic image of a document,
converts it to a series of electronic charges, and
permanently stores it on magnetic tape -- all in a
matter of seconds.
The medical records department at MCV is
presently occupying 1,500 sq. ft. in the basement
of two buildings. Rows of shelves are stacked
from floor to ceiling with file folders containing
medical records on over 1.5 million persons,.
everyone who has visited the hospital.
Two separate files are maintained. The active
file contains records of patients who have visited
MCV within the past two years and an archive
file is kept on patients prior to that time.
According to William T. Delamar, Director of
Management Services at MCV, records on
patients at the hospital are in constant use and
one of the biggest problems is keeping them
intact.
Each folder contains an average of 57 pages-­physicians'
orders, nursing records, physicians'
records, laboratory reports, special
examinations, and miscellaneous documents -­ail
of which must be filed in prescribed order.
A II documents are extremely important to
patient care. They also serve as a legal record.
"It's a tremendous task keeping them filed
accurately and just keeping them," Delamar
said.
The job requires a present force of 123
perso n s. Filing and retrieving records is the
full-time work of 73 clerks. Others are medical
transcriptionists, statisticians and
correspondents.
An average of 100 admissions and 100
discharges take place each day at the Medical
Co liege's five-hospital complex, including its
clinics. The hospital also receives nearly 1,000
requests for records per day on out-patients and
from emergency rooms and admissions offices,
Delamar said.
Of the 1100 persons seen each day,
approximately 1000 have records on file. The
'Please turn to nex t page
'TRANS·A-FILE'
ELECTRONIC FILING .. MCV will be the first
hospital to convert its medical records to
'"Trans-A-File," an electronic filing system. Some of
the basic components of the Trans-A-File system are
(clockwise from left), a printer, filing unit, cartridge
loaded magnetic tape unit, and a display unit.
.... ,

A NEWSLETTER PUBLISHED BY VIRGINIA COMMONWEAIfTH UNIVERSITY Vol. 1 .. No.8 August 22,1972
Medical Records
'Trans-A-Fi Ie' System To Be Installed
VCU Hospitals will install electronic filing
equipment which is expectea to revolutionize
hospital medical records systems.
The equipment is called Trans·A-File. It
records a n electronic image of a document,
converts it to a series of electronic charges, and
permanently stores it on magnetic tape -- all in a
matter of seconds.
The medical records department at MCV is
presently occupying 1,500 sq. ft. in the basement
of two buildings. Rows of shelves are stacked
from floor to ceiling with file folders containing
medical records on over 1.5 million persons,.
everyone who has visited the hospital.
Two separate files are maintained. The active
file contains records of patients who have visited
MCV within the past two years and an archive
file is kept on patients prior to that time.
According to William T. Delamar, Director of
Management Services at MCV, records on
patients at the hospital are in constant use and
one of the biggest problems is keeping them
intact.
Each folder contains an average of 57 pages-­physicians'
orders, nursing records, physicians'
records, laboratory reports, special
examinations, and miscellaneous documents -­ail
of which must be filed in prescribed order.
A II documents are extremely important to
patient care. They also serve as a legal record.
"It's a tremendous task keeping them filed
accurately and just keeping them" Delamar
said.
The job requires a present force of 123
perso n s. Filing and retrieving records is the
full-time work of 73 clerks. Others are medical
transcriptionists, statisticians and
correspondents.
An average of 100 admissions and 100
discharges take place each day at the Medical
Co liege's five-hospital complex, including its
clinics. The hospital also receives nearly 1,000
requests for records per day on out-patients and
from emergency rooms and admissions offices,
Delamar said.
Of the 1100 persons seen each day,
approximately 1000 have records on file. The
'Please turn to nex t page
'TRANS·A-FILE'
ELECTRONIC FILING .. MCV will be the first
hospital to convert its medical records to
'"Trans-A-File" an electronic filing system. Some of
the basic components of the Trans-A-File system are
(clockwise from left), a printer, filing unit, cartridge
loaded magnetic tape unit, and a display unit.
.... ,